Changing of the Seasons – Smooth Transition Tips for AD’s [NIAAA]

By: Bill Fitzgerald | NSIAAA Executive Director

Three times every year, coaches and student-athletes end a sport season and move on to another. Some do off-season work for the sport just completed by going to club activities or an in-school program to improve specific skills.

Regardless of the time of year, the Athletic Director always has duties to finish from the previous competitions as well as items to get ready for the next season on the school agenda. It does not matter how the previous activities ended in regard to playoffs or state championships, the next season is always right around the corner. With that in mind, it is always a good idea to have a detailed list to make sure that the transition of activities from season to season always goes smoothly for everyone involved; coaches, athletes, administrators, teachers, and parents.

Here are a few keys things to consider when ending each season:

• End of Season Reports: This includes items such as post-season honors, team and individual records broken during the season, season records and scores for all teams in each program, participation involvement from beginning to end at each level, and a detailed inventory of items on hand, noting what items need to be replaced or put on the list to toss due to age or condition. This information can help formulate a requisition list for items to be considered to purchase for the following year.
• Post Season Banquets / Recognition Nights: It is essential to recognize the efforts of those involved, regardless of the season’s results. These should be upbeat, positive, and highlight the good things that happened during the year. They should be scheduled well in advance of each season and publicized to parents and students.
• End of Season Evaluations: Coaches evaluations are necessary to facilitate continued improvement and implement necessary changes to enhance the student-athlete experience. Coaches should know the criteria of evaluations prior to the season, and suggestions for improvements should come with helpful ideas and realistic goals for the following season.
• Student Surveys: Although sometimes a difficult item to convince some coaches, these surveys do have value for what the student-athletes are getting from their participation. Gaining this information will help to make changes and build consensus for future success.
• Facilities and Equipment Inventories: Making a check of items used for game management or in a facility itself will help to prepare for repairs or replacement of equipment prior to the next year’s season. Wear and tear can be something that catches up to older facilities, and a quick inventory and plan for improvements can avert issues for the safety and comfort of those involved.

During essentially the same time that you are closing down the season of some sports and activities, it is important to have good preparation on the part of everyone involved in the next group of offerings. Some key considerations:

• Preseason Meetings: After putting the previous season in the rearview mirror, a preseason meeting with coaches of upcoming sports is essential to lay the groundwork for how things are done in the activities department. This is especially important for those who are new to the staff, but these reminders are also valuable to those who have been in their positions for many years. Changes from year to year can be covered, and procedures to follow that are shared with all involved can help a department run efficiently.
• Eligibility Checks: These are important to avoid any concerns or issues later during a season. Students must meet the standards of the state association in regard to eligibility, and the Activities Director is usually the one who makes the call on those that are not. Following the regulations of the state association is essential, prudent, and the ethical thing to do, regardless of how much a coach wants someone to be a part of their program.
• Check of Facilities Prior to Start of Season: This is an essential, but often forgotten item on some AD’s list. Safety for fans, students, and coaches alike is an important part of the job, and checking the day to day areas that student-athletes and coaches use can help to avert larger problems down the road.
• Scheduling of Facilities: Use by school teams will take precedence once a season starts, and outside groups will have to work around these times. Putting the 6 PM Rule in effect – nothing that is an outside event can start prior to 6:00 PM - gives ample time for coaches and athletes use of the facilities. Game nights are off for outside use, with the exception of the areas that are not used for game events.
• Equipment Ordered and Ready: Starting a season with everything a coach needs to instruct athletes is necessary for a smooth start to the season, and will carry over throughout the year. Having to wait on items can be a hindrance to teaching skills. Sometimes this is unavoidable (the need for helmets of different sizes, practice pants that fit, etc.) but can be corrected quickly and noted for the following year.
• Visit Practices: You can learn valuable information when visiting practices, and this helps you in formulating evaluations during the year.
  • Is the environment safe, educational, and a fun place to be?
  • Are students attentive and learning, while progressing in development of skills?
  • Are coaches organized and attentive to details on a daily basis?

These are just a few of the things that can be garnered from attending at least 15 minutes of practice each week. Make sure your times are varied, and if needed, ask a coach for a practice plan to help you time your visit. Discussion afterwards in a positive manner always helps the coaches understand that you are there to help them in any way that you can. Most of the time you will "catch" your coaches doing good things, but occasionally there will be things that need attention and change. Information learned during personal visits to practices and events is much better than hearing about problems later from concerned parents or athletes.

• Prepare for Game Day and Media Needs:
  • Information about the teams, rosters, and program details are all essential to have ready prior to the first contest.
  • Bus logs for travel to make sure who is on what bus or van in the event of an emergency.
  • Contact numbers for coaches, activities office, activities directors and administrators to share and have available when needed.
  • Coaches visiting with media prior to the season to get a feel for what this years’ team will be about, and continued reporting of game results at all levels.
  • Making sure game facilities have everything needed for the competition to take place:
    • Score clock operational
    • Score table & chairs set up
    • Filming areas assigned
    • Bleachers cleaned and ready for safe use
    • Game balls ready and properly inflated
    • Scorebooks available, as well as writing utensils
    • Specialty equipment operational (volleyball nets, football chains and down marker, basketball baskets in place locked in, checking safety straps on baskets above spectators, gym padding checked and safely placed, discus cages up and properly secured, spectator areas clearly defined and roped off)
  • Set up a schedule of who does what for game events to make these duties easier for everyone, and to understand the expectations of the activities department.

These are just some of the important things to consider, and you can always continue to add personal preferences to your list. By being organized and planning for the change in activities, an AD can take some of the worry out of the "free time" between seasons!